E-Demonstrations Streamlines Fleet and Event Operations With Keycafe’s Key Management System

With a fleet of more than 90 vehicles and frequent involvement in large-scale projects, E-Demonstrations needed a better way to manage access to vehicles, buildings, and equipment.

Before Keycafe, all keys were stored in a central location where employees could simply take what they needed. While this approach was straightforward, it offered limited visibility into who had accessed specific keys and when.

When keys went missing, employees had to rely on manual communication to determine who had last used them. Finding answers often meant contacting multiple colleagues and searching through offices, vehicles, or personal belongings.

Valerie Bertels, HR & Administrative Support at E-Demonstrations, explains that the company was looking for a more efficient way to store, track, and retrieve keys while maintaining clear responsibility for every access event.

As the company continued managing vehicles, events, and temporary projects involving different teams, volunteers, and external partners, it became increasingly important to have a secure system that could simplify access while keeping a complete record of key activity.

E-Demonstrations implemented Keycafe’s SmartBox system to replace its informal key-sharing process with a structured and trackable workflow. The company has now relied on Keycafe for six years, integrating it into its daily operations.

With Keycafe, employees no longer need to rely on manual communication to locate keys or determine who has access. The system provides a clear overview of key activity, allowing the team to quickly identify who accessed a key and when.

This visibility has become especially valuable for fleet management, where E-Demonstrations can easily trace vehicle key usage and review access history whenever needed.

After implementing Keycafe, E-Demonstrations reduced the time and effort previously spent searching for keys and tracking down employees. The company gained a clearer overview of its operations, making it easier to manage vehicle access and respond quickly when questions arise about key usage. Instead of relying on informal communication, the team now has a reliable record of key activity.

Over time, E-Demonstrations also expanded its use of Keycafe beyond fleet management, applying the system to additional access needs across its event and operational workflows.